Administrative Assistant


Location : Buenos Aires, ARGENTINA
Application Deadline :20-Sep-22 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Spanish  
Duration of Initial Contract :1 year

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

1. Organizational Context

The new UNFPA country programme for Argentina was approved by the Executive Board for a four- year period of 2022-2025. The programme will support the Government in the follow-up to the Montevideo Consensus on Population and Development and the ICPD+25 voluntary commitments, particularly, (a) accelerate the reduction of preventable maternal deaths, especially the furthest left behind groups (poor, indigenous people, Afro-descendants, people with disabilities); (b) promote the empowerment of women, adolescents and girls, and prevent gender-based violence; (c) improve young girls’ and adolescents’ health and prevent unintended adolescent pregnancy; and (d) promote the generation of disaggregated data and evidence aimed at addressing and locating inequalities in the territory. The CPD is based on a total resource plan of USD 2.8m of which USD 1.2m regular resources and USD 1.6m to be mobilized.
Under the guidance and supervision of the Head of Office and in coordination with the Administrative and Finance Assistant, the Administrative Assistant is directly responsible for the administration and the efficient support to office and programme financial and budgetary resources, assisting in the planning and monitoring of all financial resources under the responsibility of the country Office. He/she supports the tracking of available resources, exercising appropriate financial control and ensuring corporate financial policies are met and adhered to and reporting structures established and maintained. He/she assists in following the application of alternative solutions to meet programme and office objectives.

His/her role is to contribute to a fully accountable, smoothly functioning, results and solution- oriented Country Office and to assist programme implementation and delivery providing for the financial and budgetary needs of programmes and projects, collaborating.


Duties and Responsibilities

Job Purpose:

The Administrative Assistant delivers quality administrative and financial support to internal and
external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a
client-oriented results-focused approach to interpreting the rules, procedures and guidelines,
providing support and guidance to Argentina Country Office and UNFPA-supported projects.

Major Activities/Expected Results:

  • Draft budgets, accounting reports, financial reports, statistical reports and other reports asrequired. Respond to accounting, budget or financial queries regarding data as required;
  • Monitor, on a regular basis, budget versus actual financial data in relation to the implementation of any operational activities of the Country Office and in the timely preparation of financial reports for the Country Office projects according to donor relevant requirements;
  • Assist in the tasks of monitoring results and execution of activities of the programs and projects. Maintain the relationship with the projects by providing support and assist in the tasks of monitoring results and execution of activities of the projects Support quotes, interact with suppliers and assist in ongoing support, provided to implementing partners;
  • Maintain a filing system and ensure that all documents and paid vouchers are properly filed and updated in the order in which they are entered in ERP solution;
  • Assist in office travel management. Check and review all Travel Requests (TRs) and travel expense claims are duly completed and all supporting documents are attached prior to dispatch for computation and reimbursement;
  • Assist the Country office procurement requirements and optimize purchasing power;
  • Identify potential vendors and register them in current Vendor Management System;
  • Assist in planning and implementing procurement activities to include obtaining quotations, preparing evaluations and recommendations, issuing Purchase Requisitions or Purchase Orders, (PO) or Service Agreements and delivery of goods/services in accordance to procurement guidelines;
  • Ensure that office asset inventory is in line with Assets inventory policy and maintain updated asset inventory report;
  • Provide support as alternate Security Focal Point performing the corresponding duties during the absence of the SFP;
  • Assist in the External and Internal Audit process;
  • Assist in the purchase of Contraceptive Methods/ Medical devices (PO, relationship with SMU/ local suppliers, monitoring of the purchase, inspection and receipt of supplies, release of products and monitoring of inputs, etc.);
  • Assist in the mobilization of resources and monitoring of agreements;
  • Support in the organization of events national, regional or international defined by the Head of Office;
  • Support the process of contracting consultants, ensuring all the necessary documentation in a timely manner and all other requirement for compliance with the contracting policy. keep track systematized of all hiring and support the Program area in the tracking and delivery of products;
  • Performs any other duty as may be assigned.


Competencies

Values:
Integrity:
Maintains consistent values and performance standards and expresses UN/UNFPA core values in
all functions and roles. Exercises critical judgement and follows outmost discretion in respect of
confidentiality when analyzing key sensitive financial and budgetary data to contribute to the
improved fulfillment of the mandate of UNFPA.

Client orientation:
Contributes to positive outcomes for the client anticipating and addressing his/her needs and
concerns. Contributes positively to an enabling environment for a smooth relationship between
a client and service provider.

Cultural diversity
Demonstrates inclusive behavior towards all colleagues and stakeholders, successfully developing
cross-cultural (including organizational culture across the UN system) relationships. Adapts
programme/project implementation to take account of political, religious and cultural context.
Actively promotes gender equity and diversity in all programme activities as well as in his/her
daily tasks.

Innovation/Embracing change
Demonstrates curiosity and applies imagination and creativity when resolving challenges and
bottlenecks around business operations. Applies tolerance towards differential points of view
and shows awareness of business operations as an evolving area of UN reform for more
effective and efficient implementation.

Accountability
Accepts the responsibility for accurate and precise maintenance of financial data. Ensuring trial
and double checking of data to minimize error.

Core Competencies:

Achieving results
Ensures that work methods and processes are effective and appropriate for the achievement of desired results and seeks ways to maximize the efficient use of resources. Actively promotes activities to ensure timely completion of the unit’s work using tact and sensitivity

Solutions oriented problem solving:
Demonstrates keen awareness and interest towards the implementation of corporate financial business operations systems and supports the application of appropriate solutions in financial support to UNFPA’s programme and business operations by being aware of best practices that have the potential to refine and enhance existing systems and may lead to the identification of remedial measures to address and solve problems.

Developing and applying professional expertise/ business acumen
Applies the results of analysis and deduction to produce accurate financial data by showing awareness of the environment, issues, opportunities and risk factors. Shows active interest towards embracing best business practices and provides quality control over projections.

Thinking analytically and strategically
Demonstrates professional curiosity and shows interest in the strategic perspective on issues related to business operations and programmes converting UNFPA strategic goals into plans and action. Specifically shows a keen interest in financial business operations issues with a view to help achieve results that build persuasive arguments based on logic, data and the objective merits of a situation.

Working in teams/ managing ourselves and our relationships
Promotes teamwork and harmony collaborating with team members integrating others’ ideas into his/her thinking. Remains calm and focused under stress and leverages the different experiences and expertise of members to achieve better, more innovative outcomes.
Demonstrates composure and resilience when coping with competing tasks.

Communicating for impact
Encourages and actively engages in open objective communication in the team demonstrating the ability to see issues and situations from team members’ perspective. Frankly expresses ideas concerns and encourages dialogue to develop an optimal solution without jeopardizing rapport with colleagues.


Required Skills and Experience

Education:
? Completed secondary level education required. First level university degree in Finance, Public Accounting and/or related areas is highly desirable.


Knowledge and Experience:
? 6 years of previous experience for a school degree or 3 years of experience for a university
degree in administration, finance or office management..
? Proficiency in current office software applications - especially advanced user knowledge in
spreadsheet and word processing software and corporate IT systems.

Languages:

Fluency oral and written in Spanish and English.

Functional Skill Set:
? Managing the organization’s financial resources
? Ensuring facilities and assets management



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